Administrative Officer

Veterans Health Administration • Honolulu, HI

2d • Onsite

About The Position

The purpose of the position is to direct, support and/or perform all administrative functions that include human resources, administration, management, budget and finance, program analysis, office support services, document control, logistics, and a variety of related administrative matters in support of the Dental Service. The incumbent provides administrative leadership and support, clerical direction, strategic planning, and coordination of operations throughout all of VAPIHCS Dental Service. Leads and administers space and equipment Utilization Programs for Dental department. Recommends and informs the supervisor and Chief of Staff on administrative policies, resource utilization and workload projections within the Clinical Service program. Develops and assists in the initiation or revision of administrative policies in Dental department and is responsible for organizing and leading meetings whenever needed. This includes meetings at VISN, VAPIHCS and Dental department level. The incumbent will be responsible for the timely processing of consults by the dental department. This role is as a supervisor to the positions that review and process requests for consults, treatment plans, and claims that requires approval. Develops or updates Dental Service program policies and procedures. Assists clerical personnel by providing information on unusual format or other technical questions. Review the existing database for statements of VAPIHCS policy which appear to be out-of-date, contradictory with any other policy statement or SOP, or which are otherwise deficient. Review proposed policy statements, prior to their submission to the leadership for signature. Review will be for style, grammar, usage, formatting, quality, redundancy, consistency with other statements of VAPIHCS policy, and for other measures of appropriateness. Maintains budget control records and assures funds are used in accordance with the operating budget. Serves as a liaison between Dental Service and local servicing finance office in maintaining and reconciling budget allocations. Reviews fund requests from Dental Service staff for adequacy, completeness, and conformance with procedural and technical requirements. Exercises fund control authority and establishes internal methods of control to ensure funds are used according to operating plan. Develops plans for equipment additions and upgrades to enhance Service technology. The incumbent will be the primary COR for VAPIHCS dental department at ACC and lead the COR function for the newly opening Akaka dental clinic at Kapolei location, until advised by the Akaka management to stop. Present conversations indicate this process may be 2-3 years away. Performs other duties as assigned.

Requirements

• Must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process.
• Acceptable form(s) of identification will be required to complete pre-employment requirements
• Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest.
• Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-11 position you must have served 52 weeks at the GS-09. The grade may have been in any occupation, but must have been held in the Federal service.
• An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials.
• If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade.
• Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.
• One year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization.
• Knowledge and skill in applying analytical and evaluative methods and techniques to issues or functions related to office administration.
• Knowledge of pertinent laws, regulations, policies and precedents which affect administrative operations.
• Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization.
• Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity.
• A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
• Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment.
• If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education.

Nice To Haves

• The incumbent will be the primary COR for VAPIHCS dental department at ACC and lead the COR function for the newly opening Akaka dental clinic at Kapolei location, until advised by the Akaka management to stop. Present conversations indicate this process may be 2-3 years away.

Responsibilities

• Assigns work to be accomplished by subordinates, establishes, and adjusts short-term priorities to fall within the long-term goals of the department.
• Follows up on complaints and breakdown in the processes and establishes new guidance to solve any issues that arise.
• Evaluates work performance of subordinates and gives advice, counsel, or instruction to employees on non-clinical work and administrative matters.
• Develops performance standards, position descriptions, and other HR related paperwork or requests.
• Organizes panels and interview's candidates for positions in the unit; recommends appointment, promotion, or reassignment to such positions.
• Approves annual and sick leave for all subordinate staff.
• Is cognizant of, and adheres to EEO policies and regulations when overseeing staff and making selections for employment and promotions.
• Responsible for all administrative functions within the Dental Service at (VAPIHCS) and will represent the supervisor when so designated. These responsibilities include, but not limited to fiscal, budgeting, staffing, accreditation compliance, quality improvement, safety, supply management and public affairs.
• Serves as liaison and is responsible to top management, and all other internal/external customers on administrative matters concerning the Dental Service.
• Leads and administers space and equipment Utilization Programs for Dental department.
• Recommends and informs the supervisor and Chief of Staff on administrative policies, resource utilization and workload projections within the Clinical Service program.
• Develops and assists in the initiation or revision of administrative policies in Dental department and is responsible for organizing and leading meetings whenever needed.
• Responsible for the timely processing of consults by the dental department.
• Supervises positions that review and process requests for consults, treatment plans, and claims that requires approval.
• Develops or updates Dental Service program policies and procedures.
• Assists clerical personnel by providing information on unusual format or other technical questions.
• Reviews the existing database for statements of VAPIHCS policy which appear to be out-of-date, contradictory with any other policy statement or SOP, or which are otherwise deficient.
• Reviews proposed policy statements, prior to their submission to the leadership for signature.
• Maintains budget control records and assures funds are used in accordance with the operating budget.
• Serves as a liaison between Dental Service and local servicing finance office in maintaining and reconciling budget allocations.
• Reviews fund requests from Dental Service staff for adequacy, completeness, and conformance with procedural and technical requirements.
• Exercises fund control authority and establishes internal methods of control to ensure funds are used according to operating plan.
• Develops plans for equipment additions and upgrades to enhance Service technology.
• Primary COR for VAPIHCS dental department at ACC and lead the COR function for the newly opening Akaka dental clinic at Kapolei location.
• Performs other duties as assigned.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Ph.D. or professional degree